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What are the most common mistakes when outsourcing your accounting needs to freelancers?

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Outsourcing your accounting needs to freelancers can be a smart move for small businesses that want to save time, money, and hassle. However, it also comes with some risks and challenges that you need to avoid or overcome. In this article, we will discuss some of the most common mistakes that small business owners make when hiring freelance accountants and how to prevent them.

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Kerry Postel

Profit Strategist for the Home Services and service-based businesses | Helping business increase their profitability…

1 Not defining your expectations clearly

One of the biggest mistakes that you can make when outsourcing your accounting needs to freelancers is not communicating your expectations clearly and consistently. Freelancers are not employees, so they may not follow your policies, procedures, or standards unless you specify them upfront. You need to define the scope, timeline, budget, quality, and deliverables of your accounting project and make sure that the freelancer agrees to them before starting the work. You also need to provide feedback, guidance, and support throughout the process and monitor the progress and performance of the freelancer regularly.

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Kerry Postel

Profit Strategist for the Home Services and service-based businesses | Helping business increase their profitability and control their costs | Podcast Host | Accounting Pro | CEO
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Communication is key! You want to make sure that everyone is on the same page. If you expecting your freelancer to work on your QB file every day - do they know that and agree to that? Having a task management system is a great way to communicate as well to make this working relationship run smoothly. Understanding there are different ways of doing tasks as well - make sure you are all on the same page as to how tasks are completed.

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2 Hiring the wrong freelancer

Another common mistake that you can make when outsourcing your accounting needs to freelancers is hiring the wrong person for the job. Not all freelancers are created equal, and some may not have the skills, experience, or qualifications that you need. You need to do your due diligence and research the freelancer's background, portfolio, reviews, and references before hiring them. You also need to conduct a thorough interview and test their accounting knowledge and abilities. You should look for a freelancer who has relevant expertise, a proven track record, and a professional attitude.

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Kerry Postel

Profit Strategist for the Home Services and service-based businesses | Helping business increase their profitability and control their costs | Podcast Host | Accounting Pro | CEO
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This is to critical! It is important to make sure it is a good fit for both sides! Do you share the same values? Do you communicate easily? Know the questions you need answered and that their answer matches your needs. Don't be too quick to hire.

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3 Not securing your data and information

A third common mistake that you can make when outsourcing your accounting needs to freelancers is not securing your data and information. Accounting involves dealing with sensitive and confidential data, such as financial statements, tax returns, invoices, receipts, and payroll. You need to ensure that the freelancer has the proper tools, systems, and protocols to protect your data and information from unauthorized access, loss, or breach. You also need to sign a non-disclosure agreement (NDA) and a service level agreement (SLA) with the freelancer and limit their access to only the data and information that they need for the project.

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Kerry Postel

Profit Strategist for the Home Services and service-based businesses | Helping business increase their profitability and control their costs | Podcast Host | Accounting Pro | CEO
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This is so important. You need to know where your data is at and what protocols they have in place to keep your data secure. Do they go to a shared office space and use public wifi? Not something you want them to do. Make sure also that you know what they have access to and you have control of all the passwords so that if the relationship goes south you can quickly remove them from the logins.

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Vivian B.

Client Manager and qualified Bookkeeper
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you should also ask the freelancer about their cyber security policies and how the store your financial data. there should be strong procedures in place, including password protection, paperwork under lock and key and keeping secure backup copies. you should also never be asked to share sensitive data such as a passport photo via email, ideally this would be uploaded to the cloud account of the freelancer through a secure link instead.

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4 Not complying with laws and regulations

A fourth common mistake that you can make when outsourcing your accounting needs to freelancers is not complying with laws and regulations. Accounting is a highly regulated field, and you need to follow the rules and standards of your industry, country, and state. You need to ensure that the freelancer is familiar with and adheres to the applicable laws and regulations, such as tax laws, accounting principles, reporting requirements, and auditing standards. You also need to verify that the freelancer has the necessary licenses, certifications, and insurance to provide accounting services legally and ethically.

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Vivian B.

Client Manager and qualified Bookkeeper
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Many countries including the UK have strict licensing regulations for Bookkeepers and Accountants. They must be registered with either HMRC or their respective governing bodies (CIMA, ICAW, AAT, ICB ect) for Money Laundering supervision. additionally there should always be insurance in place and you should be signing a letter of engagement contract that clearly states the terms and expectations of the working relationship for both parties.

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5 Not building a long-term relationship

A fifth common mistake that you can make when outsourcing your accounting needs to freelancers is not building a long-term relationship. Accounting is not a one-time task, but a continuous and evolving process that requires consistency and accuracy. You need to establish a long-term relationship with a freelancer who can understand your business goals, needs, and challenges and provide you with reliable and quality accounting services. You also need to maintain regular communication, trust, and respect with the freelancer and reward them for their good work and loyalty.

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6 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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What are the most common mistakes when outsourcing your accounting needs to freelancers?

1

2

3

4

5

6

1 Not defining your expectations clearly

2 Hiring the wrong freelancer

3 Not securing your data and information

4 Not complying with laws and regulations

5 Not building a long-term relationship

6 Here’s what else to consider

Small Business

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What are the most common mistakes when outsourcing your accounting needs to freelancers?

1

2

3

4

5

6

1 Not defining your expectations clearly

2 Hiring the wrong freelancer

3 Not securing your data and information

4 Not complying with laws and regulations

5 Not building a long-term relationship

6 Here’s what else to consider

Small Business

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